Office of Human Resources | hr.oregonstate.edu
(PLEASE COPY, REVISE AND PRINT TO YOUR DEPARTMENT LETTERHEAD)
Model Letter of Offer
NEW EMPLOYEE
HIRED INTO A TENURE-TRACK, NON-ADMINISTRATIVE APPOINTMENT
This letter of offer and notice of appointment is for a new employee hired into a tenure-track, non-administrative position. This letter of offer must indicate the date by which a tenure decision must be made. In the case of international faculty, you must consult with the International Scholar Advisor in International Scholar & Faculty Services (ISFS) Education regarding visa options and residency. Do not present this letter to the appointee or make a formal offer of employment until the terms and conditions of the offer in this letter have been approved by your business center human resources unit. If you have questions, please contact employee benefits at 541-737-2805 if you have questions regarding appointment benefits.
Important - New tenure-track or tenured employees are not eligible for salary increases during their first year of employment. Exceptions must be approved by Academic Affairs.
* 9-Month Academic Year Appointments: September 16 – June 15. A faculty member, however, may begin employment on another date during the academic year, as appropriate for the circumstance.
Term by term begin and end dates are as follows:
September 16 – December 15
December 16 – March 15
March 16 – June 15
* 12-Month Fiscal Year Appointments: July 1 – June 30. A faculty member, however, may begin employment on any date on or after July 1.
Date
Inside Address
Dear ______:
I am pleased to offer you a [full-time, 1.00 FTE OR part-time, 0.XX FTE] tenure-track position as [Assistant Professor/Associate Professor/Professor] in the [Department/College] of ______. This is a [9 OR 12]-month appointment at an annual full-time salary rate of $_____ for the period of [*September 16 to June 15 OR July 1 to June 30]. Your initial appointment begins on ______. (If the department is offering salary before the start of the initial appointment:) The university will also provide salary for the period ______to _____, at the salary rate of your initial appointment, to assist you in getting started.
Offer Prior to Degree Completion - If the department would like to make an employment offer prior to a candidate’s completion of his/her required degree(s), the following paragraph must be included. The candidate must complete his/her academic program and be granted the required degree(s) no later than the start date of their employment. For additional information, go to http://hr.oregonstate.edu/sites/default/files/jobs/rankedposition.pdf.
This offer of employment is contingent upon completion of your __***___ degree by [enter appointment begin date here] ______, the start date of your employment. Please provide proof of completion of your degree to [department head or other appropriate department/college administrator] before the start date in order to demonstrate that the contingency has been met.
OSU Policies and Standards – Use in EACH letter:
This appointment is subject to all OSU policies and standards, which are incorporated by this reference.
Work Authorization Requirement – Use in EACH letter:
This offer is contingent on your demonstration of your authorization to work in the United States for OSU. Ongoing employment will require your continuing ability to demonstrate that you remain authorized to work in the United States for OSU.
Criminal History Check - Use when an offer of employment is contingent upon a satisfactory criminal history check (CHC):
This position is designated as a critical or security-sensitive position; therefore, you must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Because you hold a critical or security-sensitive position, you are required to self-report convictions [and because you are assigned youth program duties, your criminal history will be checked every 2 years]. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement. If this requirement is not met at the time of appointment, your start date will be adjusted to a date after the requirement is met.
Valid Driver’s License/ Satisfactory Driving History - Use when an offer of employment is contingent upon a valid driver’s license/satisfactory driving history:
This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the motor vehicle check requirement. If this requirement is not met at the time of appointment, your start date will be adjusted to a date after the requirement is met.
Certification/Licensure Requirements – Use if the appointee is required to have special licenses or credentials as part of the required qualifications (at appointment, or within a certain period of time):
This offer of employment is contingent upon verification of your ______license/certification by your appointment start date. Please provide your supervisor with proof of this requirement before this date.
Assigned duties – Use in EACH letter:
Your position responsibilities are identified in your position description, available from the department.
Tenure Status – Use one of the following paragraphs as appropriate:
Your probationary service will not extend past ______. By that date, you will either have been granted indefinite tenure, to be effective with your next yearly appointment, or have been given notice that your appointment at OSU will terminate.
Or, if employee is hired mid-year, and counting the full year:
While this appointment begins in the middle of the academic year, this partial year will count toward the probationary period toward tenure. Thus, by ______, 20XX, you will have either been granted indefinite tenure, or have been given notice that your appointment at OSU will not be continued.
Or, if employee is hired mid-year, and NOT counting the full year:
Since this appointment begins in the middle of the academic year, this partial year will not count toward the probationary period toward tenure. Thus, by ______, 20XX, you will have either been granted indefinite tenure, or have been given notice that your appointment at OSU will not be continued.
Or, if offering prior service credit, use the following paragraph. If offering more than TWO years prior service credit, the hiring manager MUST obtain prior approval from Academic Affairs:
In view of your prior service, the university is granting you ____ years of prior service credit and your relevant teaching, research and service accomplishments achieved prior to arriving at OSU will be considered as part of your OSU tenure dossier. Your probationary service will not extend past _____. By that date, you will either have been granted indefinite tenure, to be effective with your next yearly appointment, or have been given notice that your appointment at OSU will terminate.
Summer Session Appointment – Use if summer session appointment is offered:
You will also be provided an appointment during Summer Session 20XX to [teach courses/conduct research/engage in scholarship]. This appointment will be full-time/part-time, X.X FTE at your full-time 9-month annual salary rate. (Add appropriate information to define other conditions of the summer session appointment.)
Start-up Package – The start-up package paragraph is optional. However, if it is included, it should state WHAT the department/college is firmly committed to providing in a start-up package, not what the department/college will TRY to achieve. This paragraph should not describe HOW the department/college will deliver its commitments as these are matters internal to the department/college. If you are providing a start-up package, insert your paragraph here. We encourage you to review the sample wording at http://hr.oregonstate.edu/starter.
Moving Expenses – Use if the employee will receive reimbursement for moving expenses:
In addition to your salary, Oregon State University (OSU) will reimburse you up to $xxxxx for relocation expenses in accordance with OSU policy. Under IRS tax laws Section 11048(a) all moving expenses are now 100% taxable and reportable. For additional information regarding the OSU Relocation and Moving reimbursement policy, please visit http://fa.oregonstate.edu/business-affairs/relocation-and-moving.
Benefits: Select one of the following paragraphs, as appropriate:
Use if appointee is eligible for benefits (appointment .50 FTE or greater)
Visit the “Inside OSU” website for new employees at http://hr.oregonstate.edu/inside-osu to review health benefit plan options, pension and retirement savings options, and how to enroll. You must enroll in your health benefits within 30 days of your hire date. Benefits are generally effective the first of the month after your hire date and completion of the enrollment process. The “Inside OSU” website also contains general information to orient you to OSU including work/life balance topics and resources. If you are in a pension eligible position, you will be asked to make a pension program election before you complete your first six (6) full months of employment. Pension contributions will be made on your behalf by the university after you have served a waiting period of six (6) full months from your hire date. This website contains additional information regarding pension eligible positions: http://hr.oregonstate.edu/orient/benefits/uf/pension.
Use if appointee is not eligible for benefits (appointment less than .50 FTE)
Visit the “Inside OSU” website for new employees at http://hr.oregonstate.edu/inside-osu for general information to orient you to OSU including work/life balance topics and resources.
Personal Demographic Paragraph – Use if appointee has never been employed by OSU (NOTE: A new form MAY be required when rehiring or reappointing a former employee. See the OSCAR Rehire/Reappoint tasks instructional text when rehiring or reappointing a former employee to determine whether or not a new form is required.) The paragraph can be excluded if a form is not required:
Please complete the enclosed personal demographic form and return it to ______. This will speed up your access to campus services.
Technology Transfer Statement – Use one of the following paragraphs, as appropriate:
Use if a Personal Demographic form is required:
Oregon State University has a technology transfer program. All OSU employees are required to sign an agreement concerning the rights to technology developed during their employment at OSU. If you would like additional information, including rights to a royalty share, contact the Office of Commercialization and Corporate Development, Kerr Administration Building A312, (541) 737-3888.
Use if a Personal Demographic form is NOT required:
The technology transfer agreement signed at the time of your original employment with OSU will remain in effect.
Acceptance Statements – Use in EACH letter:
If you find this offer to be acceptable, please sign one copy of the letter and return it to me. The other copy is for your records.
We look forward to your acceptance of this offer.
Sincerely,
______
[Dean, Director, Department Head/Chair]
I accept this offer, as outlined in this letter.
______
(Employee Name) Date
c: Vice Provost, Academic Affairs
BC Human Resources
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Revised: February 2018. Strategic Staffing/Workforce Planning (SSWP)